Electric Utility Contract Manager

Primary Purpose of Job

The primary purpose of this position is to coordinate, monitor, and review professional services contracts, construction contracts, and other services agreements for the CBS. This position also provides high-level administrative and management support to the Electric Utility Director.

Under the supervision of the Electric Utility Director, the Electric Utility Contract Manager exercises considerable independent judgment and discretion to perform the employee's daily duties and responsibilities within department established policies and procedures and any legal requirements.

The Electric Utility Contract Manager is a management employee who works directly with the Electric Utility Director and the rest of the management team at the Electric Utility Department who formulates, determines, or effectuates management policies.

Essential Duties and Responsibilities

• Prepares bid documents assuring compliance with local, state and federal regulations
• Develops and maintains the department's bid web site, prepares contract documents, tracks contractor submittals, prepares pay requests and change orders, correlates project expenditures with the Finance Department in accordance with the approved budget, and monitors the performance of the contract performance
• Prepares financial accounting statement for the department directly from the financial system
• Serves as a liaison between and coordinates with departmental staff and other CBS departments and staffs involved in the contract development and approval process
• Manages procurement issues, including issuing purchase orders and interfacing with vendors for the department as well as for all contracts, including generating material receipts and maintaining an accounting system
• Assists with annual budget process and monitors expenditures, inventories, supplies on a monthly basis within budget guidelines
• Maintains departmental files ensuring security over confidential matters and files and distributing such material only to appropriate sources
• Collects information related to billing, prepares billing request forms and forwards them to the Finance Department
• Prepares and writes correspondence, memorandums, reports, and related materials for the Electric Utility Director and staff as necessary and requested and distributes official documents to appropriate staff, officials, and departments
• Greets visitors to the department, dispenses information as requested, refers visitors to appropriate personnel, answer questions, hears complaints, takes actions to resolve problems and represents the Electric Utility Department in a courteous and professional manner
• Collaborates with warehouse staff to ensure procurement records are accurate and compliant with policy
• Develops and maintains Sitka's web page informing contractors of available work and application process
• Assists in the management of Federal, State, and local grants and their respective requirements
• Performs special projects as requested by the Electric Utility Director
• Assists with managing departmental computerized maintenance management software
• Performs other duties as assignedKnowledge of:
• Modern office procedures, including filing systems, and computer equipment and networks
• Governmental purchasing, preparation of contract documents, and bidding procedures
• Standard terminology used in engineering and construction industries
• Local government accounting principles, practices, and procedures
• Municipal purchasing procedures

Skills in:

• Operating a personal computer using standard software applications appropriate to assigned tasks, including Excel, Word, Outlook, and any other customized software
• Dealing with a variety of people with various, and sometimes competing interests, calmly and professionally, even if difficult or upset
• Multi-tasking with strong attention to detail
• General mathematics
• Typing at a reasonable rate of speed

Ability to:

• Recognize and maintain confidential information
• Learn current practices and procedures involved in CBS operations
• Communicate in a manner so that you get along with the public, co-workers, management, businesses and community organizations, state and federal officials, outside contractors
• Communicate well with others, both orally and in writing, using both technical and non-technical language
• Understand and follow oral and/or written policies, procedures, and instructions.
• Prepare and present accurate and reliable reports containing findings and recommendations
• Use logical and creative thought processes to develop solutions according to written specifications and/or oral instructions
• Perform a wide variety of duties and responsibilities with accuracy and speed under the pressure of time-sensitive deadlines
• Quickly learn and use new skills and knowledge

Minimum Qualifications

• Bachelor's Degree with course work in a business, accounting, or finance related field; and
• Five years of experience in an administrative support position with substantial responsibility; and
• Two years of experience in specialty areas such as recordkeeping, bookkeeping, accounting, or contract administration, preferably within a municipality or local government; or
• Any equivalent combination of experience, education, and training which provides the knowledge, skills, and abilities necessary to perform the work

Other Job Requirements or Expectations

• Possession of a valid driver's license issued by the State of Alaska
• Possession of, or ability to obtain within 90 days of hire, a notary public
• Possession of, or ability to obtain within 12 months of hire, ICS700 certification or equivalent course that qualifies member to perform duties as an Incident Responder
• Employee may be expected to travel both within Alaska and outside

Working Conditions:

• General office environment or meeting rooms

Specific Physical Requirements:

• Operating office equipment requiring repetitive hand movement and fine coordination using a computer and keyboard on a daily basis
• Sitting or standing at desk for prolonged periods of time while using a computer and performing other tasks
• Occasionally stoop, bend, kneel, crouch, reach and twist;
• Occasionally lift, carry, push, or pull up to 25 pounds with or without the assistance of proper equipment

General Physical Requirements:

• Sufficient clarity of speech and hearing or other communication capabilities which permits the employee to communicate effectively
• Sufficient vision or other powers of observation which permits the employee to review documents in electronic and hardcopy form
• Sufficient manual dexterity which permits the employee to operate computers and related equipment
• Sufficient personal mobility and physical reflexes which permits the employee to function in a general office environment and visit various work sites throughout the CBS